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Privacy Policy

Privacy Policy

When you use our services, you are trusting us with your information. We understand this is a big responsibility and we work hard to protect your information and put you in control.

By visiting our websites, signing up to our newsletter, applying for an opportunity/product/project or otherwise providing us with your personal information, you consent to your personal information (including your sensitive information) being collected, used and disclosed as set out in this Privacy Policy.

This Privacy Policy is meant to help you understand what information we collect, the reason we do it for, and the way you can update, manage, export, and delete your information. Please read this Privacy Policy carefully.

About Us

In this Privacy Policy, references to “ESN Poland”, “ESN”, “we”, “us” or “our” are to ESN Poland Association, registered in Warsaw, Poland, Al. Reymonta 12A, 01-842, entered into the National Court Register under KRS number: 0000246363, REGON: 140421760, Tax ID: 5213376370, who will be the controller of any personal data processed as described in this Privacy Policy;

If you have any questions about your personal information, please contact us via gdpr@esn.pl.

Use of the Privacy Policy

This Privacy Policy applies to:

use of the websites: esn.pl; card.esn.pl; discovereurope.esn.pl; neg.esn.pl;

When you access our website via any means, respond to or participate in any survey or questionnaire sent to you, provide comments, register to participate in an event organized by ESN Poland, order ESNcard - we may collect, store and use certain of your personal information in line with this Privacy Policy. We may also ask you for information when you report a problem connected with one of our media or communication channels.

We may also collect data relating to your visits to our websites that cannot identify you but records your use of our platform, for example, details of how much time you have spent on a specific page.

We may also collect your computer’s IP address in order to help us adjust the service to your location.

If you decide to verify your identity through our website card.esn.pl, we will process and store your personal information and identity documentation for this purpose.

Personal Information We Collect

The type of personal information we collect depends on the way you interact with us and the services you purchase or use. In many cases, you can choose whether to provide us with personal information or not, but if you choose not to, you may not get full functionality from the services.

The personal information we collect consists of the following:

Name and contact data - first and last name, e-mail address, postal address, phone number, and other similar contact data;

User content - communications and files provided by you in relation to your use of our services;

Usage information and browsing history - information about how you navigate within our websites, your browsing history and which elements of our services you use the most;

Location data - for services with location-enhanced features. If we need your consent to collect geo-location data, we will collect this separately;

Demographic information - your country and preferred language.

Use of Your Information

By accessing our websites via any means, respond to or participate in any survey or questionnaire sent to you, provide comments, register to participate in an event organised by ESN Poland, order ESNcard, you agree that your personal information may be collected, stored, used and shared by us and our partners, or third parties we work with, for any of the following purposes:

to provide, maintain, protect and improve the quality of our offer, including conducting anonymised market research, and to protect us and our users;

to provide you with a personalised browsing experience when using our channels;

to fulfil any contractual agreements between you and us (for example delivering your ESNcard);

to adjust our advertising on social media to your use of the websites;

to allow you to use the full range of features on or via our websites;

to send you specific e-mail notifications and updates about our activity and events;

to comply with legal and regulatory requirements;

to contact you occasionally in order to invite you to share your opinions and experiences;

to allow universities and other partner institutions to perform academic research.

We may use your e-mail address to send you notices and updates about our services. You can control your e-mail preferences by contacting us via gdpr@esn.pl.

Data Provision Via Social Media Accounts

We may use an external Facebook Comment Box plug in provided by Facebook or any other social media accounts linked commenting system for users to comment on the content posted on the Facebook page or other social media links of ESN and its sub domains. Users can comment using their Facebook or other social media profiles. Please note that this data (user profile and comment) are not stored on our servers and databases and ESN has no control over how this data is used and displayed on associated social media networks and their privacy and data usage policies. Moreover, your comments would be visible to all the users (logged in or not) of the ESN websites.

Storage of Information

All information is stored on our secure servers, or in case of our online ESNcard platform (card.esn.pl) or Discover Europe contest (discovereurope.esn.pl), on servers that belong to our partner.

Legal Basis for Processing Your Information

Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.

However, we will normally collect personal information from you only:

where we have your consent to do so;

where we need the personal information to perform a contract with you; or

where the processing is in our legitimate interests and not overridden by your rights. In some cases, we may also have a legal obligation to collect personal information from you.

If we ask you to provide personal information to comply with a legal requirement or to perform a contract with you, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not (as well as the possible consequences if you do not provide your information).

Similarly, if we collect and use your personal information in reliance on our legitimate interests (or those of any third party), we will make clear to you at the relevant time what those legitimate interests are.

Disclosure of Your Information

We may disclose your personal information to third parties when permitted by law including:

with your consent;

to our third-party service suppliers in order for them to help us provide our services to you, this includes:

These suppliers’ use of your personal data may be subject to their own privacy policies, which are available on their websites, and which we suggest you familiarise yourself with in the relevant circumstances set out above.

if we are under a duty to disclose or share your information in order to comply with any legal obligation, or in order to enforce or apply our other agreements; or to protect our rights, property, or safety, our users, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Data Retention

Unless specified otherwise, we will retain your information until you deregister. However, we may need to retain certain information for recordkeeping purposes. There may also be residual information that will remain within our databases and other records, which will not be removed and you acknowledge and authorize us to use the residual information as per our discretion.

We retain personal information we collect from you where we have an ongoing legitimate business need to do so (for example, to provide you with a service you have requested or to comply with applicable legal, tax or accounting requirements).

When we have no ongoing legitimate business need to process your personal information, we will anonymise it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing.

Your Rights

You have the following data protection rights:

Right of subject access: The right to make a written request for details of your personal information and a copy of that personal information;

Right to rectification: The right to have inaccurate information about you corrected or removed;

Right to erasure ('right to be forgotten'): The right to have certain personal information about you erased;

Right to restriction of processing: The right to request that your personal information is only used for restricted purposes;

Right to opt out of marketing: You can manage your marketing preferences by unsubscribe links found in the communications you receive from us;

Right to object: The right to object to processing of your personal information in cases where our processing is based on the performance of a task carried out in the public interest or we have let you know the processing is necessary for our or a third party’s legitimate interests;

Right to data portability: The right to ask for the personal information you have made available to us to be transferred to you or a third party in machine-readable format;

Right to withdraw consent: The right to withdraw any consent you have previously given us to handle your personal information. If you withdraw your consent, this will not affect the lawfulness of our use of your personal information prior to the withdrawal of your consent; These rights are not absolute and they do not always apply in all cases.

You can edit your personal details whenever you wish by e-mailing us at gdpr@esn.pl. In response to a request, we will ask you to verify your identity if we need to, and to provide information that helps us to understand your request better. If we do not comply with your request, whether in whole or in part, we will explain why. If you have any privacy-related questions or unresolved problems, you may contact us using the e-mail gdpr@esn.pl.

You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority. Contact details for data protection authorities in the European Economic Area, Switzerland and certain non-European countries [including the US and Canada] are available here.

Children

We strongly believe in protecting the privacy of children. In line with this belief, we do not knowingly collect or maintain personal information from persons under 16 years of age, and no part of or websites is directed to persons under 18 years of age. If you are under 16 years of age, then please do not use or access our websites at any time or in any manner. We will take appropriate steps to delete any personal information of persons less than 16 years of age.

Cookies

Our websites use cookies. Cookies are small files stored on your computer’s hard drive which are used to collect your personal information. You may choose to refuse cookies but, if you do so, some of the functionality of our websites may no longer be available to you.

Research

The universities and other partner institutions that support us in our efforts to make our services the best possible carry out academic research as they are dependent on research funding.

Research will always be conducted in accordance to the Polish and EU laws.

Your activities on our websites may be shared for academic research purposes only. This includes fulfillment of online forms (surveys), as well as the comments you make, where you may disclose certain personal information about yourself.

Even though we never associate your comments, information or other activity with any of your public user profile information (such as name or date of birth) in our datasets, it may still be possible to identify you by the content of your comments. We want you to feel comfortable sharing any comments with us, and we confirm that all entities who conduct research will never associate your comment or your activity with your personal data and will always treat any personal data in strict accordance with data protection laws and the research ethics guidelines.

Links to Third Party Websites

Within our Services, there may be links to third-party websites or applications. We are not responsible for the content or privacy compliance of third party websites or applications. You should check those websites or applications for their privacy statements and terms that apply to them.

Updating this Privacy Policy

We may update or amend this Privacy Policy from time to time, to comply with law or to meet our changing business requirements. When we update our Privacy Policy, we will take appropriate measures to inform you, consistent with the significance of the changes we make. Any updates or amendments will be posted on our websites. By continuing to access the websites, your access and use will be subject to these updates and amendments.

Contacting ESN Poland Association (Polish: Stowarzyszenie ESN Polska)

If you have any questions, comments or complaints about this Privacy Policy, please contact us using the details below: